Executive Administrative Assistant (Senior level)- Hybrid
Montana State Government
- Helena, MT
- Permanent
- Full-time
- Business administration and office management
- Discretion and Confidentiality: Frequently handles sensitive information and confidential matters. The executive assistant must exercise discretion, maintain confidentiality, and handle sensitive information with the utmost professionalism and integrity.
- Technical Competency: Proficiency in using office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools like Microsoft Teams is essential.
- Time Management: Often juggles multiple tasks and priorities simultaneously.
- Excellent Communication Skills: Strong written and verbal communication skills to interact professionally with internal and external stakeholders.
- Exceptional Organizational Skills: Manages the complex schedules, appointments, and priorities of senior executives effectively. This includes coordinating meetings, arranging travel, completing Procurement Card logs, and managing deadlines with meticulous attention to detail.
- Attention to Detail: Responsible for managing a wide range of administrative tasks, from scheduling meetings to preparing reports, and ensuring executives have materials ready for Legislative Committees. It is critical to ensure accuracy and precision in all aspects of their work.
- Problem-Solving Skills: Proactive and resourceful in resolving issues and addressing challenges that may arise in the course of their duties. This may involve anticipating potential problems, troubleshooting technical issues, finding creative solutions, and making informed decisions independently or addressing unexpected changes in plans.
- Adaptability and Flexibility: The executive assistant must be flexible and adaptable to meet the evolving needs of the CIO, executive team, and SITSD.
- Interpersonal Skills: Effective interpersonal skills are vital for building rapport with colleagues, stakeholders, and clients, as well as representing the executive professionally in various interactions. This includes active listening, empathy, diplomacy, and conflict resolution skills.
- Professionalism: Executive assistants are often the first point of contact for the executive team and represents them in various interactions. Maintaining a professional demeanor, exhibiting tact and diplomacy, and providing excellent customer service are essential.
- Calendar Management: The ability to efficiently manage the executive's calendar by scheduling appointments, coordinating meetings, and arranging travel plans while prioritizing tasks based on importance and urgency.
- Email Management: Skill in managing the executive's email inbox by screening, prioritizing, and responding to emails on their behalf. This includes drafting responses, flagging important messages, and filtering out irrelevant or low-priority emails.
- Communication Coordination: Proficiency in coordinating communication channels such as Teams, and other messaging platforms to facilitate effective communication between the executive and internal/external stakeholders. This involves relaying messages, scheduling calls, and ensuring timely responses.
- Task Prioritization: The ability to identify and prioritize tasks and deadlines based on the executive's objectives and organizational priorities. This includes triaging incoming requests, managing competing demands, and allocating time and resources effectively.
- Information Management: Skill in organizing, storing, and retrieving information, documents, and files relevant to the executive's work. This involves maintaining a well-organized filing system, creating, and updating documentation, and ensuring easy access to information when needed.
- Team Player: Ability to work closely and collaboratively with other members of the executive team, the innovation and transformation team, and various teams within SITSD.
- This position requires the successful completion of a criminal background check.
- Only online applications are accepted. By applying online, you are able to receive updates and monitor the status of your application.